The importance of effective project management in the digital age
The digital age is a time of speed. Responsiveness, flexibility of approach, and high speed of task completion - are indispensable components of success. Human beings take on a huge number of functions, trying to organize their lives in such a way as to catch up or even overtake technology. But the result of this pointless competition is the realization that human resources are limited.
The optimal approach to effective project management is to use technology to simplify life. Artificial intelligence should serve us, and help us. It is more important than ever to keep up with the times: today this means using new technologies for project management. Voiset is an example of such technology, but we will tell you about it later.
Common problems in project and task management
1. Continuous scaling of tasks
A common situation when working on a project: cooperation is started, deadlines, tasks and project cost are agreed upon, but new tasks appear in the process. The client at every meeting demands to do something not previously agreed upon. The result - the work on the project is delayed, and the named cost of the project is unsatisfactory for the contractor.
One of the main reasons for the collapse of project execution is scaling (according to the IEEE survey). This word usually hides an increased workload, unrealistic deadlines, the need to repeat the same tasks, etc.
2. Inability to track who is doing what in the team
If each team member understands exactly what their tasks are, when they should start, and how to accomplish them quickly, confusion is unlikely. It happens if the designer doesn't start work because he is waiting for the text from the copywriter and the copywriter is waiting for the layout from the designer. It is important that each member of the team understands what they are doing, both themselves and the other people they need to interact with on the project.
By the way, we talked about how to properly distribute responsibility between employees in an interesting article about RACI.
3. Conflicts in resource allocation
A resource conflict (or scheduling conflict) occurs when projects requiring similar effort are taken on at the same time. For example, an employee is given several simultaneous projects to manage. Another variation of scheduling conflict is using an employee's day off as a work day. If unfinished tasks from the previous month affect the speed/ability to complete the current month's tasks, this is also a scheduling conflict.
4. Workload imbalance
The statistics are dismal: 80% of mental health workers worldwide say that overwork has a place in their lives and they are close to burnout. The most important factor triggering burnout is a lack of work-life balance. The second factor is too much workload in some periods with not enough in others.
If a team has employees who work hard or “on standby” with an insignificant workload, it's bad. And it indicates that there is a serious imbalance that needs to be eliminated.
Using AI for intelligent project planning
Voiset is not just a scheduler, but an AI-based team management assistant. AI will track the workload of team members and show you where there is an imbalance. You'll be able to track how many tasks and which employee is working. Also with Voiset, you will be able to identify which employee has too much workload and which employee has minimal workload. Distributing the workload evenly among all team members is easy!
Creating and managing tasks: simplification through automation
With Voiset, you can easily assign tasks to all employees and adjust deadlines. The flexibility of artificial intelligence makes it easy to push back deadlines, even if other tasks need to be rescheduled. Voiset is a flexible, user-friendly scheduler that can be customized to your team!
Organizing and tracking tasks with Smart Notes
Voiset features voice input. This means that you can dictate a note on the go, and Voiset will not just formulate a task from it, but will add it to your schedule for the optimal day. Artificial intelligence recognizes speech in 33 languages and transcribes voice messages into text.
Improving collaboration with AI-based tools
Increased productivity through automated scheduling
Productivity increases with regularity. The forced burst of activity before a deadline cannot last for long; usually, it is followed by a serious slump. That's why it's important to move not at the limit of your resources, but at a relaxed pace - and this applies to every member of the team.
Automated scheduling allows you to be productive every working day, not just in periods. It's the right strategy in terms of limited human resources.
How Voiset.io can revolutionize your approach to project management
Voiset is based on AI to solve all those typical problems found in project management.
1. Task scaling control
You can create a separate workspace for each project, where you can record the tasks of your employees. In the same workspace you can indicate all agreements reached with the client and fixed in the contract. Show which tasks are being completed and in what timeframe.
Give the client access to the workspace with a link, and he will see exactly what he paid for. This will allow you to argue your case when scaling the project in the future. If the client initially agreed with the list of agreed work, but now more is required - this means an increase in the cost and timeframe of the project.
2. Each team member understands his/her responsibility
Voiset takes away all the confusion. With its inherently analytical approach, it creates a comfortable space for every member of your team to work.
3. Proper allocation of resources
You'll see which employees are at maximum capacity and which are at minimum capacity. You don't need to keep this information in your head: AI will provide you with the data you need.
4. Balances the workload
This reduces the likelihood of burnout for each team member, and makes the workflow more orderly.
5. Reduces conflict situations within the team
They are provoked by increased stress in the workplace. Voiset avoids unnecessary stress: the artificial intelligence sees an objective picture of each employee's achievements.
Our lives are inextricably linked to AI, and Voiset is an example of how it can work for us. Try Voiset now and take full advantage of AI to manage your projects!
